- Letter of Inquiry
These are generally addressed by prospective buyers to possible suppliers of goods to
seek information regarding availability of goods and the terms and conditions of
supply and delivery. Such a letter may include a description and specifications of
goods required.
[Date]
[To - Name]
[Company]
[Address]
[City, State PIN code]
Subject: Catalogue of dresses for your consideration
Dear [Ms./Mr. last name]
We saw your advertisement in the last issue of the monthly magazine Garments
Today. We require Indian and Western style dresses for women of all age groups for
our store in Connaught Place, New Delhi. We would like to have a look at some
sample dresses and their prices before we can place an order with you. Please let us
know when we can see them.
Sincerely,
[Your name]
2. Letter Seeking Information (for a business plan)
[Date]
Your address if not
using letterhead
[City, State PIN code]
[To - Name]
[Company]
[Address]
[City, State PIN code]
Subject: Seeking help for a business plan
Dear [Ms. /Mr. last name]
I have been a regular customer of your business and have always admired the way
you operate and handle it.
At present I’m trying to set up a new venture of my own for a service business which
is quite different from yours. But there are some similarities in the way customers are
handled. Would you mind if I called you to ask some questions regarding your
philosophy about customer service?
I have enclosed a self-addressed, stamped postcard with some questions so that you
can reply by simply ticking off in the appropriate places. Then I will call at whatever
time is convenient to you. Thank you for your time.
Sincerely,
[Your name]
[Your address, if not using your letterhead]
3. Letter of Request
Such letters may include requests for goods and services or for information of various
sorts (examples given above).
Activity 5
Read the following letter of request and fill in the gaps with appropriate words in
their correct form.
[Date]
Your address if not
using letterhead
[City, State PIN code]
[To - Name]
[Company]
[Address]
[City, State PIN code]
Dear [Ms./Mr. last name if you know it or Madam/Sir]
We are ……………. (arrange) a college trip to Kashmir and we are particularly
interested in ………….. (visit) Gulmarg. We ……….. (could/would/should – choose
correct option) like some information about your tours to the Kashmir valley.
It would be greatly ……….. (appreciate) if you could ……… (sent) details about bus
fares, their timings and whether they ………. (be) comfortable and air-conditioned or
not. We would also like to know if you …………………… (provide) concession
fares for student groups in the past. This information ……… (be) important to us
because we …………… (be) a large group of 50 students.
Kindly let us know the required information at the earliest.
Thank you for your time.
Yours Sincerely,
[Your name
4. Letter of Quotation
When an inquiry is received about goods from a prospective buyer, a letter of
quotation has to be sent in reply. Business quotations should give complete
information about the nature and quality of goods asked for, time and mode of
delivery, prices, any additional charges for packing and shipping or other services,
and terms of payment. The letter given below is written in response to a letter of
inquiry (see above).
[Date]
[To - Name]
[Company]
[Address]
[City, State PIN code]
Dear [Ms./Mr. last name]
Thank you for showing interest in the dresses made by our team of designers. We
have enclosed a copy of the catalog of our dresses so that you can have an idea of
the kind of dresses we make and their prices.
You will see that our designs are contemporary as well as ethnic. Our prices too are
unbeatable and very reasonable. I would also like to mention that we have been
working in this field for at about 7 years now and supply dresses to most of the well known and exclusive garment showrooms across North India.
I am also enclosing an order form and a document detailing our terms and conditions
of payment, discounts on bulk orders and mode of delivery for your attention and
information. We also provide a replacement guarantee on our products in case of any
problems/defects.
Looking forward to hearing from you soon.
Sincerely yours,
[Your name]
[Your address, if not using your letterhead]
Enclosures:
i) Catalogue
ii) Order form
iii) Document of details regarding payment etc
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